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Office Manager

2 months ago

Toronto ON, Canada RetiSpec Full time

RetiSpec is a Toronto-based medical AI company that aims to enable widespread early and accurate detection of neurodegenerative disease markers through a simple eye exam. RetiSpec's AI solutions leverage existing retinal imaging cameras available in most eye clinics to provide real-time results at the point of care — this means that the experience is familiar and comfortable. RetiSpec's AI solutions are currently available for Research Use Only.

RetiSpec is seeking an OFFICE MANAGER to join our team as a key member in ensuring smooth day-to-day operations while also developing and managing foundational human resources (HR) and financial processes. The Office Manager will oversee daily office operations, including managing administrative tasks, HR functions, basic accounting, and vendor relationships. This is a pivotal role for a resourceful professional who thrives in a dynamic environment and can seamlessly balance administrative duties with broader operational responsibilities, becoming a trusted partner to the leadership team.

With new disease-modifying drugs coming to market, the Alzheimer’s landscape is at an important inflection point; making this an exciting and impactful time to be working in this space. This role will have the opportunity to drive positive change to patient health outcomes.

Responsibilities and Accountabilities:

  • Lead and manage all daily office operations, including overseeing administrative matters, managing office supplies, coordinating deliveries, and maintaining a safe and organized workspace.
  • Act as the primary point of contact for office-related matters, such as coordinating repairs, managing vendor relationships, and liaising with building management.
  • Coordinate space planning, office expansions, and moves in alignment with business growth and strategic goals.
  • Plan and coordinate office events, meetings, and conferences, and arrange business travel for employees.
  • Establish and manage essential HR functions, including employee onboarding/offboarding, benefits administration, and policy development.
  • Support IT functions by managing office technology assets and coordinating with external vendors.
  • Facilitate employee onboarding, manage benefits programs (e.g., compensation, health insurance, vacation), and handle employee relations and performance management. Maintain accurate employee records and manage internal communications.
  • Support recruitment efforts, such as managing job postings, coordinating candidate communication, and assisting with interviews.
  • Oversee employee records, ensure compliance with employment laws and regulations, and lead employee engagement initiatives, including organizing team-building events and training sessions.
  • Manage basic accounting functions, including accounts payable/receivable, payroll processing, and expense tracking.
  • Monitor and control office-related expenses including maintaining budget adherence, negotiate vendor contracts, and ensure budget adherence.
  • Collaborate with external accountants to prepare for audits and ensure compliance with financial standards.
  • Develop and maintain health, safety, and security protocols to ensure a safe and compliant working environment.

Knowledge and Experience:

  • 3-5 years in office management, HR, or operations roles, preferably in a startup or scaling organization.
  • Proven experience in establishing and managing HR and financial processes, including onboarding/offboarding, benefits administration, payroll, and expense management.
  • Demonstrated ability to manage office operations, handle multiple responsibilities, and oversee facilities management.
  • Proficiency with HR and accounting software (e.g., Dext, QuickBooks, ADP), as well as Microsoft Office Suite and Google Suite
  • Highly organized with a proactive, problem-solving approach and the ability to manage multiple priorities.
  • Strong project management skills with a proven ability to prioritize tasks, manage projects from initiation to completion, and handle simultaneous responsibilities.
  • Excellent communication and interpersonal skills, with the ability to foster a positive and collaborative work culture. Experience handling internal communications related to HR and office matters is an asset.
  • High level of integrity, discretion, and confidentiality in handling sensitive information.
  • Proven experience in HR and office management, with knowledge of employment law and HR best practices.
  • Bachelor’s degree and/or college diploma in Human Resources, Business Administration, or a related field is preferred.

Our ideal RetiSpec team member should also be:

  • Vigilant and scrupulous - exceptional attention to detail and best practices
  • A great communicator - interact effectively in a team environment
  • A fast learner and ready to join a fast-growing AI start-up in the medical field
  • Able to prioritize activities and handle multiple projects in ambiguous or quickly changing environments
  • A great problem-solver - you will be challenged
  • Self-motivated, organized, and capable of working independently and in a collaborative or team environment
  • Happy to join us in-person in our Toronto office

RetiSpec is committed to fostering an inclusive, barrier-free, and accessible environment. Part of this commitment includes arranging accommodations to ensure an equitable opportunity to participate in the recruitment and selection process. If you require any accommodations during the application or interview process, please let us know and we will work with you to meet your needs.